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My Excel document has columns for the user's first name, last name, phone number, email address, mailing indicator, and attachment name. Creating a list and setting up the merge document in Word is well known and widely documented, so I'll skip most of that. The process begins with Excel, where you'll create a list that includes the essential information. That sounds like a lot of work if done manually. Not all users will receive every report every month. Each user should receive the single report that is relevant to their department. In this situation, you have 50 co-workers and there are 10 reports.
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Granted, this isn't something everybody needs - but consider this situation: Let's say that you need to create a series of reports each month that will be sent to co-workers.
Mail Merge Toolkit does this.Īdditionally, if you want to include an attachment with the messages, the plug-in makes that possible, too - and then makes things even better by allowing the included attachment to be a specific attachment per recipient. One of the best ways to get a recipients' attention is to include their name in the subject like. Word is capable of creating a mail merge that includes personalized information in the message, but not in the subject line. One of their products is the Mail Merge Toolkit, an add-in for Microsoft Office that extends the built-in mail merge capabilities of Outlook, Word, and Publisher.
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Our friends have a name: MapiLab and they have concentrated for many years on development of software that works with Microsoft Exchange Server, Microsoft Outlook, and Microsoft Office. Poland is on the south border, Lithuania on the north and east, and the Baltic Sea on the west. Following the collapse of the Soviet Union, Kaliningrad Oblast became an "exclave" - part of Russia, but geographically separated from Russia. Useless but possibly interesting information: The company is located in Kaliningrad is on the Pregolya River, near where it empties into the Baltic Sea.
Your friends in this case are in Russia (although they have a North American office in Vancouver, British Columbia). There's still the message limitation set by your internet service provider and if you want to include an attachment, you'll quickly learn that this isn't possible.Īt least not without a little help from your friends. This allows each message to be personalized with the recipient's name and other information in the message. Instead, you'll need to provide a link in the message to a file that has been uploaded to a public server.Īnother option involves using Microsoft Word's merge function to create email messages.
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If you need to send attachments, most of the mailing services will allow something small - an embedded 100KB image file, for example - but not a multi-megabyte PDF document. The service allows users to send up to 12,000 messages per month to a total of 2000 subscribers. The best option when you need to send the same information to hundreds (or thousands) of people at the same time is a mailing service such as the one used for the weekly TechByter newsletter: MailChimp. This is done to make standard email accounts unpalatable to spammers, but it can get in the way of a user's legitimate need to occasionally send a large number of messages. Most internet service providers and hosting providers cap the number of messages that can be sent per hour or per day. Depending on the company that provides email transmission services, this will work for groups up to several hundred. The easiest option is nothing more than using the copy or blind-copy function of your email program. There are many opportunities for improvement.įirst, let's consider the options when you need to send identical information to many people. One of these choices involves using Outlook's mail merge feature (which actually lives in Microsoft Word). Anybody who needs to send the same information by email to several people has several choices.